Government Documents Map Processing

Quick View:   I.    General information II.   Note item number on label III.  Check off and date stamp IV.  Barcoding and Distribution   Details:   I.  General Information A.  Maps will arrive in one of four packages:  12” box with non-separates; tubes; triangular boxes;large white envelopes.   B.  Folded maps such as nature trail guides and park brochures/maps, which usually  arrive in 12” boxes, are monographs, as are one-page (8 ½”x11” paper) maps.  They stay in Ellis.   C.  Folded maps from the FAA, the NTSB and nautical charts (intracoastal waterways), also in arriving in 12” boxes, are serials.  They stay in Ellis.   D.  Maps arriving in triangular boxes and marked as USGS maps go to the Geology Library.   E.  Maps arriving in tubes (usually part of a separates shipment) are often serials.  Exceptions include maps from the Census Bureau.  All stay in Ellis.   II.  Note item number A. Maps arriving in tubes may have an item number on the address label.  The item number follows the convention of yyyy-####-letter, where #### is the four digit shipment number; e.g. 2008-0026-L.  There are four known letter designations.  ‘B’ indicates coast survey maps; ‘L’ indicates FAA maps; ‘K’ indicates Census Bureau maps; ‘S’ indicates a separates shipment.  (N.B.  As of 3/2009, this convention seems to have ceased.  This section is being retained in case the FDLP decides to resume labeling this way.)   B. Take careful note of this item number as it will help you in determining whether a map is  a serial or monograph, and helps dictate where to place the date stamp.   III.  Check and stamp A. Maps arriving in 12” boxes should be processed as any other non-separate document.  See the section “Checking in the items (overview)” for a full explanation.   B. When you open a tube or box of maps, unroll the maps onto a desk and secure both ends with a weight.  The maps should run the width of the desk, so that they do not hang over the edge.  Within a shipment, maps will not all be oriented the same direction; it is up to you whether to rearrange them or not.   C.  The shipping lists for tube maps will usually be a separates list, which arrives in a 12” box.  On the rare occasions that a tube map is part of a non-separate shipment, the map will be listed on the shipping list of which it is part.  USGS maps will have a shipping list included in the box (they will also have a packing list; ignore this list, but do not discard it).   There is usually only one copy of the shipping list; make one copy of the list for USGS maps.   Date stamp the shipping list(s).   D. For each map, find the title box on the map, and check off the corresponding title on the shipping list.  You must be very careful to match titles exactly since many maps are simply different portions of one larger area.  For tube maps and nautical charts, you will be aided if you look along the margins of the map for a  5-digit number.  This number corresponds to the portion of the SuDoc number that is just before the year.  For example, if the SuDoc number is C55.418/7:12263/2007, where 2007 is the year, the part of the number that should match the number on your map is 12263.   E. For coastal survey maps, if the map is printed horizontally, place the date stamp on the bottom edge, near the center.  If the map is printed vertically, place the date stamp on the left-hand margin, in the lower quarter of the margin.   Place a “Not for Navigation” stamp near the date stamp. F. For maps from the FAA, place the date stamp in the title box, being sure not to cover printed information.  If there is not room in the title box, search for an empty section in the bottom margin.  Place a “Not for Navigation” stamp near the date stamp. G. For maps from the Census Bureau, place the date stamp according to the orientation of the map, as on coastal surveys.   H. Date stamp USGS maps according to their orientation, as on coastal surveys.   I. At all times, be careful that you do not cover printed information.   IV.  Barcoding and Distribution A.  Maps with SuDoc numbers beginning with PREX (arriving with –P shipping lists) and I19 will have barcodes.  Place the barcode for maps with a barcode on the same edge on which you placed the stamps (the back cover for trail guides), then place the items on the New Monograph DOCS shelf in Physical Processing.   B.  FAA and NTSB maps will not have barcodes; give them immediately to Serials Check-in.   C.  Send all other maps to Cataloging, along with a copy of the shipping list.   D.  Place the checked copy of the shipping list for maps on the Docs shelf for pick up.  Send a copy of the USGS shipping list, along with the packing list for those maps, to the Geology Library.